Continuity of Operations Plan (COOP)
Department/Unit
Author
Name
Last Revised Date
Phone Number
Alternate Phone Number
Head of Operations
Email address
PURPOSE
This Continuity of Operations Plan (COOP) will document how the division or department will perform essential
operations during an emergency situation or long-term disruption, which might last from two days to several
weeks. The plan will identify mission-critical functions, departmental communication methods, and alternate
personnel, systems and locations. Each University division needs a COOP to ensure the University can respond
effectively to a variety of situations.
The COOP planning process focuses on two key questions:
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What operations performed by the department are essential or central to the University community?
Such operations might include providing food and shelter, utilities, security services, communication and
computing devices, and payroll.
What resources are required to continue those essential operations during an emergency or disruption?
The University’s policy on Essential Services During Emergencies or Other Conditions is a valuable reference for
planning what human resources are necessary to carry out the COOP.
A: Planning Framework
Princeton University has established four priorities for responding to emergencies:
Priority 1: Protect the lives of those who learn, work, visit and live at Princeton University.
Priority 2: Protect and preserve University property and the environment. Maintain integrity of facilities.
Priority 3: Restore University operations, activities and services.
Priority 4: Provide assistance to the local community and external agencies.
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Planning Scenarios: No long-term emergency or disruption will unfold exactly as planned. However, it may be
useful to consider the following possibilities and assumptions when considering your plan:
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What if the disruption lasts up to 4 weeks?
What if classes and public events on campus have been suspended?
What if employee absenteeism is up to 50% during the disruption, including department heads,
supervisors and essential personal?
What if your regular supply chain is interrupted for up to 4 weeks?
What if there was a catastrophic loss to your building due to fire, flood, etc.?
What if there was an extended loss of power and/or computing support from OIT?
Assume that students will be sent home if possible, leaving approximately 1800 students and their
dependents remaining.
B: Departmental Continuity of Operations Objectives
Considering the above objectives and assumptions, describe your department’s key objectives, functions and
responsibilities:
Briefly describe the range of services that you provide to others in the event of a long-term disruption. Do not
include any normal operations that can be suspended. It should be clear why your department must remain
functional, at least in part, during a long-term disruption.
List the priority tasks of your department and indicate whether they are performed daily, weekly, monthly, etc.
C: Emergency Communication Systems
University Communications
The University plan includes the use of the Princeton Telephone and Email Notification System (PTENS), the
University home page and the Weather Alert Hot Line. The following websites and phone numbers include
information on University emergency communications:
Main University Page
http://www.princeton.edu/main/
Emergency Alerts Page
http://www.princeton.edu/main/news/emergency/
Weather Alert Hotline
(609)258-SNOW (7669)
HR Self-Service
(for updating PTENS contact info)
http://www.princeton.edu/hr/progserv/sds/applications/selfservice.html
Emergency Preparedness
http://www.princeton.edu/main/administration/safety/emergency/
[department / division] Communications
To communicate rapidly with your employees in an emergency, and to stay in touch during an extended
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disruption, we encourage all departments to prepare and maintain staff contact information in paper and
electronic formats, including alternative email and phone numbers. The Essential Communications tool
available in the Information Warehouse may be helpful in developing contact lists.
Describe any additional methods that the Department/Office will use to communicate with employees during the
extended disruption. Potential communications tools include phone, email, text message, call trees, social media,
a departmental website, departmental blogs, pagers, etc.
Describe who is designated to communicate with staff. Designate those responsible for updating contacting
information and establish a specific schedule for updating.
D. Leadership Succession
List people who can make operational decisions if the head of your department or unit is absent:
Name
Title
Phone Number
Alt Phone Number
Head of
Department/Unit
Successor
Successor
E. Departmental Essential Functions
List essential operations, responsible staff and alternates. Cross-training for responsible and alternate staff
should be in place. Note the location of instructional and supporting documentation.
Function Description
Responsible and
Alternate Staff
Alternate
Location
Dependencies
Location of
Supporting
Documentation
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F: Access to Information and Systems
Consider how and where department information and systems are stored and managed. This may include:
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Information stored on a departmental or OIT server
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Information on a web site hosted in-house or by OIT
Non-web-based software installed on individual computers
Information stored on individual computers or email accounts
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Describe how your department is backing up this material and making it available in the event that the primary
resource is not available. This may include, but is not limited to:
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Remote access or authorization to allow remote access (Be sure to confirm whether staff responsible for
essential operations have home access to resources like computers, internet and SRA/Aventail).
Backup of critical files off-site, on flash drives or external hard drives, or in hard copy
Alternative e-mail systems, such as Yahoo or G-Mail
Off-site storage/backups
Consider the following when planning for loss of information and systems:
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Are networked computers being backed up on schedule? For clarification of backup procedures, please
review the Crash Plan section in Knowledge Base.
How long can your department perform its essential functions without the support of OIT? For each of
the critical business functions in Section E, note whether or not the function can be achieved without
OIT support for “Up to 3 days”, “Up to one week”, “Up to 4 weeks”, “Indefinitely” or “Not at All.”
Would a disaster in your department cause an interruption to any legally required reporting?
G: Other Key Internal Dependencies
All Princeton University departments rely on the Energy Plant, OIT (for internet, e-mail and central servers),
Payroll, Purchasing, and Public Safety. List below products and services upon which your department depends,
and the other internal (Princeton University) departments or units that provide them.
Dependency (product or service) :
Provider:
Dependency (product or service) :
Provider:
Dependency (product or service) :
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Provider:
Dependency (product or service) :
Provider:
Dependency (product or service) :
Provider:
Dependency (product or service) :
Provider:
H: Key External Dependencies
List below products and services upon which your department depends, provided by external suppliers or
providers. Please contact them to determine if they have a continuity of operations plans and whether the
University has priority for their services.
Establish alternate sources for these services and supplies and determine whether or not they are listed as
University vendors, if necessary.
Primary
Alternate
Primary
Alternate
Dependency (product or service) :
Frequency of Service
Provider
Primary Contacts
Phone Numbers
Dependency (product or service) :
Frequency of Service
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Provider
Primary Contacts
Phone Numbers
Primary
Alternate
Primary
Alternate
Dependency (product or service) :
Frequency of Service
Provider
Primary Contacts
Phone Numbers
Dependency (product or service) :
Frequency of Service
Provider
Primary Contacts
Phone Numbers
I. Relocation or Reallocation
In some potential scenarios, the building, office or other physical resources may not be available to you. In the
event that your department must relocate or share resources with another group, consider the following:
Resource
1. What physical resources are
required to perform your
essential functions? Include
pre-printed forms, office
equipment, computer
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equipment and
telecommunication devices.
2. How much physical space
would your unit need?
3. Does your unit have any
special needs such as
refrigeration,
temperature/humidity
controls, etc.?
4. Are there special security
requirements for a
replacement space?
5. If the building/office is
accessible, but there was an
extended loss of power, is
there essential equipment or
material that would be at risk?
Describe plans for back-up
power.
6. Do you have any high
value/difficult to replace
equipment?
J. Restoration
Resuming normal operations once the emergency situation or extended disruption has passed will require
continued communication and coordination. Recognize that restoration could take an extended period of time.
Potential considerations include:
 Work backlog
 Integration of temporary data resources with permanent systems
 Resupply of resources – Maintain an inventory of high value equipment, information resources, and
irreplaceable items including titles, model numbers, serial numbers, replacement value, etc. for Risk
Management.
 Continued absenteeism
 Emotional/counseling needs
The University is committed to the full support of its students and employees; however, central service
restoration may happen in stages depending on the extent of the disruption.
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Appendix A: Mitigation Strategies
Considering all of the information provided in this plan regarding your role during an emergency or disruption,
your essential function and dependencies, consider steps that your department can take to minimize the impact
of a long-term disruption on your operations. This may be the most important step of your planning process
and may require re-evaluation of your objectives and functions.
The following mitigations strategies may be helpful:
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Review your department’s vulnerabilities and address
Stock up on supplies
Create alternative processes that rely on fewer external resources
Conduct cross-training and document procedures
Review vendor contracts and find alternative resources
Keep records indicating where to find replacement equipment should mission-critical equipment fail
Prepare floor plans showing utility shut-offs for the heating and ventilation system, water, power, etc.
and emergency generator coverage. Know whether your ventilation system is controlled by the HVAC
Control Shop in MacMillan or from within your building.
Prepare and maintain survival kits for your department. Encourage employees to keep their own kits for
their personal needs.
Ensure your staff is aware of these plans. Review plans with them on a regular basis, such as annually.
Test your plans in a table-top exercise at least annually. Identify and address any gaps.
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